eCountry Clearance Help System Content


Download eCountry Clearance Help System Content


Preview text

eCountry Clearance Help System Content

Table Of Contents
eCountry Clearance Help Home...................................................................................................... 1 Overview.......................................................................................................................................... 2
Introduction .................................................................................................................................. 2 eCountry Clearance Request Process Overview ........................................................................ 3 Business Flow Chart .................................................................................................................... 4 Registering and User Profile............................................................................................................ 5 Registering Non-OpenNet users for eCountry Clearance ........................................................... 5
New User Registration ............................................................................................................. 5 Activate Your Account .............................................................................................................. 6 User Profile .................................................................................................................................. 7 Plan Itinerary.................................................................................................................................... 8 Requestor..................................................................................................................................... 8 New/Saved Itineraries .................................................................................................................. 9 Travel Information ...................................................................................................................... 11 Travel Information: ................................................................................................................. 11 Identify Travelers........................................................................................................................ 12 Carrier Information ..................................................................................................................... 15 Plan Itinerary Destination........................................................................................................... 17 Assistance Required .................................................................................................................. 19 Request Summary ..................................................................................................................... 21 Modify, Copy, and Cancel a request.......................................................................................... 25 Request for More Info ................................................................................................................ 29 Processing Requests..................................................................................................................... 30 Post Approver ............................................................................................................................ 30 Process a Request..................................................................................................................... 31 Approve Request ....................................................................................................................... 32 Approve a Request................................................................................................................. 32 Approval Email ....................................................................................................................... 35 Request Additional Information.................................................................................................. 35 Request More Information ......................................................................................................... 36 Request More Information Email............................................................................................ 37 Decline Request......................................................................................................................... 37 Decline a Request .................................................................................................................. 38 Decline Request Email ........................................................................................................... 39 Forward Request........................................................................................................................ 39 Forward a Request................................................................................................................. 39 Request Review Online ............................................................................................................. 42 Process Email Requests ............................................................................................................ 45 Drafter............................................................................................................................................ 48 Draft a Response........................................................................................................................... 49 Creating Distribution Groups and Approving Requests ................................................................ 50 Creating Distribution Groups and Assigning Roles.................................................................... 50 Distribution Groups................................................................................................................. 50 Creating Distribution Groups Using Post Administrator Screens .............................................. 53 Post Administration........................................................................................................................ 59 Post Administrator...................................................................................................................... 59 Post Administrator Access ......................................................................................................... 60 Post Sections ............................................................................................................................. 61 Post Groups ............................................................................................................................... 63 Section Notification .................................................................................................................... 65 Post Accommodations ............................................................................................................... 67 Control Officers .......................................................................................................................... 69 User Groups............................................................................................................................... 70
ii

Table Of Contents Modify Travel Information .......................................................................................................... 71 Agency Administrator .................................................................................................................... 73
Admin Access Tab ................................................................................................................. 73 Agency Notification Tab ......................................................................................................... 73 Country Desk Admin...................................................................................................................... 75 Country Desk Admin Role.......................................................................................................... 75 Country Desk Administration ..................................................................................................... 76 Global Administrator ...................................................................................................................... 80 Global Administrator .................................................................................................................. 80 User Manager Tab ..................................................................................................................... 81 Post Administrator Access Tab.................................................................................................. 82 Trusted Org Management Tab................................................................................................... 83 Country/Post Availability Tab ..................................................................................................... 84 Agency Admin Access ............................................................................................................... 85 Country Desk Administration Tab .............................................................................................. 86 View Travel Info All Countries ....................................................................................................... 87 Post and Country Desk Reports .................................................................................................... 88 FAQs.............................................................................................................................................. 90 Contact Information ....................................................................................................................... 98 Index .............................................................................................................................................. 99
iii

eCountry Clearance Help Home

This is the main page of the help system for eCC.
To the left of the help screen is a command bar (shown below) containing several buttons you can use to begin your search. See the table below for instructions on how to use the buttons. Select Table of Contents (located at the top each Help screen) to view the Table of Contents for the Help System. For additional help, contact [email protected]

Name of Button Contents Index Search
Previous Topic Next Topic Hide Navigation Component

Symbol Action
Reveals a table of contents to the left of the screen. Click any of the entries to open the related topic.
Reveals an index of topics in eCC. Click any of the entries to open a related topic.
Allows you to search for a topic.  Typing a word in the Search box. If you type two words,
all topics containing either of the words will be included in the search.  Clicking Go to generate a list of all topics containing that word. (This list replaces the Table of Contents).  You can then click any of the entries to open the related topic.  Click Contents to display the Table of Contents. Reveals the previous page in the browse sequence.
Reveals the next page in the browse sequence.
Hides the table of contents (click Contents to display again)

See Also:
Introduction Country Clearance Request Process Business Flow Chart Requestor Post Approver Post Administrator Roles & Distribution Lists

1

Overview
Introduction

The purpose of eCountry Clearance (eCC) is to create a web based request system that is easy to monitor and maintain. eCC has separate roles: Global Administrator, Post Administrator, Requestor, Approver, Draft Responder, Agency Administrator, and Country Desk Administrator. Each role has separate tasks in eCC. This help system will explain the Country Clearance Request Process, the different roles that each users have, and instructions on how to complete the eCC process.

Select Table of Contents (located at the top each Help screen) to view the Table of Contents for the Help System.

For additional help, contact [email protected]

See Also:

eCC Help Home Requestor Post Approver Post Administrator Draft Responder Roles & Distribution Lists Country Clearance Request Business Flow Chart Agency Administrator Country Desk Administrator

Process

2

Overview
eCountry Clearance Request Process Overview
The eCountry Clearance (eCC) request has two separate processes: the Requestor creates requests for clearance to visit one or more countries, and Post Approvers review submitted requests and determine whether they can be approved, declined, or require more information. Each role has separate tasks in eCC.
Creating a request involves the following tasks: 1) Navigate to eCC at http://eCC.state.gov (for DoS users) and https://ecc.state.gov for internet/agency users 2) Select Plan Itinerary on the left side of the screen. 3) Choose a destination country from the list of available countries Review information regarding travel to the selected country 4)Select either Add to Itinerary to include this country in the new travel itinerary or Do Not Add to Itinerary. 5) Input traveler information. Enter details for each traveler included in the Country Clearance request. There can be multiple travelers on the itinerary as long as each one is traveling on exactly the same flights, times, and countries. If any traveler is not following the same exact itinerary, a new request must be done for those travelers. After completing the information, select Continue. When finished entering travelers, select Continue. 6) Repeat steps 3 through 5 until all countries for this itinerary have been reviewed and selected, then click Continue 7) Travel/Flight information (This can include flights/trains, POV, GOV details and transit cities). Select Continue when done. 7) Fill in the information about each destination included in the itinerary on the next two screens. These 2 screens are repeated for each country selected. Incomplete information could result in a slower processing time for your request. 8) Review and confirm the details of your request. At this point the requester can either Click Submit Request to finish, or Save Draft, if not ready to send, or return to previous screens to modify request information. The modify button is in the upper right corner of each section and will return you to that section to make changes. The following tasks occur for submitted requests: 10) The request is sent to the Approver, who can Approve, Decline, Forward or Request more Information for your request. The approver is already set up at post and is based on the section you selected to approve the request. 11) If approved, a granted email notification will be sent to the Requestor. If declined, an email and decline reason will be sent to the Requestor. If forwarded, (post may forward the request to a different post/section than the one the requestor selected if they feel it was misdirected) notification shall be sent to the new post and section now responsible for this request. If more information is needed, an action email and details about what is needed will be sent to the Requestor.
Click here to see the eCC Request Process Diagram
3

eCountry Clearance Help System Content
Business Flow Chart
4

Registering and User Profile
Registering Non-OpenNet users for eCountry Clearance
Navigate to https://ecc.state.gov web site, first time non-OpenNet and other agency users are required to register and create a new account in order to access eCC.
New User Registration
To register for eCC: 1. Navigate to https://ecc.state.gov. This brings you to the eCC login page.
2. Click the Create New Account button. The eCC Registration popup window appears. 3. Complete the information in the fields (all fields are required). Your email address must
be your work email address, not your personal one. Please note that the Hint field is important and must remind you of what your password it. Note: If you do not see your organization in the dropdown list, please send an email to [email protected]
5

eCountry Clearance Help System Content
4. Click the Save button. A small gray window opens to confirm your information is correct. After verifying the information, click the OK button and the small gray window closes. A notice that your activation code has been sent to your email address will appear.
Activate Your Account
Once you have created your account the last step is to activate it. The registration process is not complete until you have done this last step. The activation code to complete this step is sent via email within seconds of submitting the registration information.
1. Open your work email account that you entered in the eCC Registration screen. 2. You will see an email from the eCC system. The email contains an Activation Code and a
link to the registration page. 3. Copy the Activation Code. Click the link at the bottom of the email. You are brought back
to the eCC Login page. 4. Enter your email, password, select Login, and paste the Activation Code into the correct
field. 5. Click the Login button. This completes your account creation and registration. Note: If
you click Login and it does not take you to the eCC Home page, please contact: [email protected] Account creation and activation is a one-time occurrence. The next time you go to the eCC site, just enter your email and password and click the Login button.
6

Preparing to load PDF file. please wait...

0 of 0
100%
eCountry Clearance Help System Content